Obtaining Board Approval

How do I obtain Board Approval of Incoming Restricted Funds?

Immediately after submitting your proposal, complete the form
entitled, “Restricted Fund Project Overview”(Form D)
and submit it to your supervising administrator (typically your
Dean) for inclusion on the next Board of Trustees meeting agenda.
This is an information item, not an item on which the Board will
take action. Your supervising administrator will seek approval from
your Vice Chancellor.

Upon award of the restricted fund project
(grant/contract/sub-award), submit the following information to your
supervising administrator for inclusion on the Incoming Restricted
Funds matrix:

- Name of funding agency (appears in
the column labeled “Grantor”)

- Start and end dates (appears in the
column labeled “Original Contract Date”)

- Total amount of the funding (appears
in the column labeled “New Total Not to Exceed”)

- A brief description of the restricted
fund project, the indirect rate, and the originator (appears in the
column labeled “Comments; Originator”)

The matrix will link to the Restricted Fund Project
Overview that you created for the Board’s earlier review. The
Board of Trustees will take action on the Incoming Restricted Funds
matrix to accept the award.

Once the restricted fund project award is approved by the Board, you
will not need to seek approval of any contracts or sub-awards
associated with that restricted fund project award or for any changes
to the award (extensions, augmentations, etc.) as long as the scope of
work remains the same and there is no additional impact on the
College’s financial and staffing resources.

How do I obtain Board Approval of Outgoing Restricted Funds?

If you followed the instructions above and the Board approved your
incoming restricted funds after July 25, 2013, you do not need to do
anything to obtain Board approval, even if you did not list the name
of the subcontractor or sub-awardee on the Restricted Fund Project
Overview (Form D).

Complete the Restricted Fund Project Overview (Form D)
for the restricted fund source (e.g., grant) that is funding the
contract or sub-award (once you have completed this form for the
grant, you can continue to link to it for future associated
contracts or sub-awards); and